Leave allowances

I need to add [x] days to an employee's allowance

1. Go to Leave and use the dropdown to select the employee

2. Head to the allowances tab and click the edit button

3. Add the correct amount of days or hours to the Manual Adjust row

4. Save changes

I need to remove [x] days from an employee's allowance

1. Go to Leave and use the dropdown to select the employee

2. Head to the allowances tab and click the edit button

3. Put a "-" symbol in the Manual Adjust row, followed by the amount of days or hours

4. Save changes

I need to update multiple employees’ allowance

1. Go to Leave > Admin & Config

2. Click on Bulk Adjust Allowances

3. Download the template and fill in the new allowance in the New Leave Allowance column

4. Save the spreadsheet as a CSV

5. Upload spreadsheet

I need to  increase or decrease every employees’ allowance

1. Go to Leave > Admin & Config

2. Click on Work Profiles

3. Open a Work Profile and go to Leave Settings > Entitlements

4. Click the pencil icon and update the annual or accrued entitlement

5. Click Next and update Carry Over if necessary

6. Click Next and update Exceed Allowacne if necessary

7. Click Confirm Changes then Save Changes

8. Repeat for all Work Profiles

Working hours are defined on the working rota in the work profile.

If there are other employees within the same Work Profile as the employee you need to change, you'll need to create a new Work Profile for them.

To do this go to Leave > Admin & Config > Work Profiles > Create.

Tip: You can use the duplicate work profile tool and just change the working rota to keep the rest of the settings the same.

To change the working hours, go to the Work Profile > Leave Settings > Working Rota.

Here you can change the working hours in a day or select the "Modify days individually?" button at the bottom of the working rota, to add in specific times.

Once you've changed the working hours, you may need to go and update past leave requests to ensure they are calculating the correct deduction based on the new working hours.

To set up a shift pattern for employees who work irregular days/hours, you can create a separate Work Profiles for them and on the Working Rota tab, select all days on that they may work.

For example, if an employee could sometimes work on Monday, Tuesday, Thursday but the next week work Thursday, Friday & Saturday, this would allow them to book any day of the week off.

Make sure that the hours in a day are correct so that any leave requests will deduct the correct amount of hours.

If you'd like to book out the non-working days on their Year at a Glance view, you can create a non-deducted Leave Type called "Non-working day". Ensure that this Leave Type allows for recurring requests.

You can then book out the non-working days on the calendar using this Leave Type so that their rota is reflected correctly.

Set up a new work profile

If the employee will have different leave entitlements, working hours and/or leave start month, you'll need to create a new work profile for them to be allocated to.  

To do this, go to Leave > Admin & Config > Work Profiles.

You can allocate a leave start month on the work profile by going to Leave > Admin & Config > Work Profiles > Leave Settings > Options > Leave Start Month.

If this is an non-editable field, you'll need to go to Leave > Admin & Config > General Settings > Leave Start month and untick "Enforce consistent Leave Start Month".

Set up a Public Holiday profile for their location

If the employee is in a different location to other members of staff, its likely that they will also require a different public holiday set up. To create a new public holiday profile, go to Leave > Admin & Config > Public Holidays > Create.

The allowance doesn't add up correctly

If the leave requests or allowances are not adding up correctly, this is usually due to a change on the Work Profile.

If an employee changes the number of hours they work in a day, it will impact the calculation of remaining days.

For example, if an employee used to work 7 hour days, a 3 day allowance would calculate as 21, however if the hours in a day changes to 8 hours, then the allowance in days reduces to 2.625.

When changes to an employee's working hours or pattern are made on the working rota, this does not update past leave requests.

To update the past leave requests so that they calculate correctly, go to Leave > Requests > click on the request > edit > reselect the dates > Save Changes.

This has now refreshed the request and the leave deduction will be based on the new working hours.

Repeat this step for all past leave requests.

The number of hours vs days looks wrong

If an employee works an inconsistent number of hours each day of the week, (e.g. 8 hours Monday, Wednesday & Friday and 4 hours Tuesday and Thursday), the conversion of hours to days will be based on the average day length.

This is done to cater for the 'remaining allowance' calculation. As we do not know whether the employee's future bookings will be on 8 hour days or 4 hour days, it uses an average.

The number of hours are correct and accurate and it is recommended that employees with inconsistent working patterns only reference the hours calculation.

If a bank/public holiday is configured before a request is made, then the dates of the bank/public holiday will be treated as non-working days and Cintra People HR will not deduct them from the allowance.

If a bank/public holiday is configured after the request is made, it is not deducted from the request as the deduction for that request has already been made.

Other non-working days such as weekends are also ignored if they are configured in the Working Rota of a Work Profile.

No. Custom allowances cannot be assigned to a non-deductive leave types.

If you create a custom allowance and later change the leave type to non-deductive, when employees make a request of this type, an 'Invalid Input' error will be shown.

The system administrator should either:

• Change this leave type to deductive and set an allowance entitlement. You can also wish to set entitlement to 0, but allow employee to exceed this amount

• Remove this leave type as a custom allowance and let employee book this leave type as a normal non- deductive leave

If your employees are trying to submit Leave Requests for the next Leave Year but the system shows an error saying that they are not permitted to, this means that the Active Leave Years have not yet been ticked for the next year.

Go to Leave > Admin & Config > General Settings > Active Leave Years.

Tick the relevant year and save changes.

If you're experiencing multiple of the same leave year appearing on the dropdown on the year at a glance, please contact support.